Colorado Judicial Branch
Lobby Assistant
Job Title
Lobby Assistant
Job Code
R43556
Job Series
Lobby Assistant
FLSA Status
Non-exempt
OCC Group
Professional Services (PS)
Signature of the State Court Administrator approval available on file in the Human Resources Division.
General Statement Of Duties
This classification assists in the day-to-day operations of the Ralph L. Carr Judicial Center and the associated 1255 Lincoln Parking Garage by managing the visitor badging system, receiving callers and guests, determining the nature of a guest or caller’s business and directing them to the appropriate personnel or destination. Lobby Assistants also help coordinate client events/meetings and related utilization of the facility, and are responsible for liaising between clients, the public, and Building Management prior to and during events to ensure that facilities, equipment, physical setup and personnel provided meet the requirements of the event/meeting and the client's needs. Lobby Assistants may be assigned clerical duties on an as needed basis.
Distinguishing Factors
This classification is distinguished by the focus on routine reception, lobby administration, mail receipt and delivery responsibilities, basic building administration duties, supporting Property and Assistant Property Manager in the Ralph L. Carr Judicial Center and 1255 Lincoln Parking Garage and assists in providing for the safety and protection of the building and premises by controlling access points. This classification reports to the Property Manager and the Assistant Property Manager.
Essential Functions Of the Position
Greets visitors in a friendly and courteous manner. Ascertains nature of business and refers visitors to appropriate person.
Provides all visitors, guests and vendors with temporary access badges, programs these badges with the appropriate levels of access through use of EZ Lobby, and sets up tenant guest registration accounts.
Aids in the monitoring of dock access, the entry and departure of employees, visitors, and other persons to maintain the security of the premises using the on-site system database (Symetry), and current building and security policies and procedures.
Aids in managing requests for conference rooms and meeting services through the use of the Condeco scheduling software system, programs conference room monitors and prepares guest and vendor sign- ins. Helps coordinate with staff, tenants, custodial, vendors, and contracted services on setup options and types of materials needed to assure timely and accurate service request completion and achieve desired results. May be responsible for ordering food, beverages, materials, supplies, AV equipment, printed materials, etc. in accordance with the client’s needs.
Utilizes the Building Engines work order program to report any maintenance and technology issues that may arise while managing conference areas or other common areas of the building.
Answers telephones in a friendly and courteous manner and gives information to callers or routes calls to appropriate staff members.
Serves as a member of the building’s Emergency Management Team and may receive direct calls relating to building emergencies. Directs calls to proper destination for handling and immediately notifies
the Security Director and Management Office in cases of emergency, such as fire or the presence of unauthorized persons and immediately reports same to local Police and Fire Departments.
Answers inquiries made by telephone and in person, with ability to deal appropriately with clients and tenants who may be angry, frustrated or excited.
Solves problems and troubleshoots issues in assigned areas for the day-to-day operations of the building and parking garage.
Provides customer service to building tenants., vendors, members of the public, and other stakeholders. Interacts with building tenants both in person and by telephone to answer questions or direct calls to appropriate place for action.
Enacts directions from variety of individuals in performance of clerical and administrative duties which can be handled where and as necessary.
Sorts, routes, logs and delivers incoming mail and packages. Picks up and prepares all outgoing mail and packages; orders courier services.
Lobby Assistants serve as back-up to one another. Attends meetings and training as required.
Performs other duties as assigned.
Supervisor Responsibilities
No supervisory responsibility. Responsibility for one’s own work product and work within a unit performing similar functions. May provide assistance or explain work instructions to co-workers.
Minimum Education
Graduation from high school or equivalent and two years of office of administrative or customer service experience.
Physical Demands
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands and fingers and reach with hands and arms. The employee is regularly required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
Work Environment
This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once. The noise level in the work environment is usually moderate.